RECORD DELETION


TO: PROCESSING SERVICES TEAM LEADERS
FROM: M. MONTEE
RE: NEW SECURITY PASSWORDS
DATE: Jan. 22, 1992

Over the past several months, some of you have asked about authorization to delete Orbis bibliographic and authority records. As a result, Suzanna has provided each of you with an additional password which is to be used for this purpose. I want to caution you about the deletion of records since you must be absolutely confident of specific situations which may require record deletion. If you are unclear about the situations for which record deletion is necessary and the processes used, we risk possible degradations in the integrity of the Orbis data base.

Although the technique for record deletion is similar for both authority and bibliographic records, I think it is best to describe the processes separately even though there will be some repetition.

AUTHORITY RECORD DELETION.

SITUATIONS REQUIRING RECORD DELETION:

1. Correction(s) to authority records when there are duplicate records for the same heading (i.e. Blackwell authorities)

2. Accidental transfer or creation of an authority record.

3. Heading is no longer an access point in the Orbis data base.

In the first situation, when there are corrections or additions to be made to an authority record and the heading is represented by more than one authority record, the correction is made only to one authority record and any duplicate records must be deleted. DO NOT ROUTINELY DELETE DUPLICATE AUTHORITY RECORDS WHEN NO CORRECTIONS OR ADDITIONS ARE BEING MADE.

The second situation, of course, is an inadvertant creation of duplicate records or the transfer of the wrong record.

DELETION TECHNIQUE:

1. Sign on using security password which permits record deletion.

2. Retrieve the record to be deleted

3. Use the TAB key to move the cursor to the Fixed Field STAT.

4. Place the cursor on the 2nd value which appears in Fixed Field STAT and type a capital D.

4. Press the ENTER key to send the transaction.

5. You will receive the message:

LTYL AUTH XXX1111
RECORD XXX1111 UPDATED

NOTE: The authority record is deleted from Orbis word indexes; however the physical record remains searchable under the Authority Record ID number.

BIBLIOGRAPHIC RECORD DELETION.

SITUATIONS REQUIRING RECORD DELETION:

1. Accidental creation of duplicate bibliographic records (RLIN transfer, incorrect use of BOVL, etc.)

2. Item (or items) are being withdrawn from the collection

WARNING: Deletion of the bibliographic record is the LAST step in the bibliographic record delete process. You must begin the process by deleting all attached records, i.e. volume holdings, copy holdings, etc. (in that order) before deleting the bibliographic record. You must also keep in mind that a bibliographic record for which the copy holdings statement(s) have ever had either an item record or an order record attached cannot be deleted, they may be suppressed from public view.

1. DELETION TECHNIQUE FOR BIBLIOGRAPHIC RECORDS WHICH HAVE NO ATTACHED ORDER OR ITEM RECORDS:

1. Sign on using security password which permits record deletion

2. Retrieve the record to be deleted

3. Begin by deleting the volume holdings record (if it exists):

Each statement of holdings must be deleted by using the Erase EOF key.

4. Delete the Copy Holdings statement by using the Erase EOF key for status, classification type, location and call number

5. Delete the bibliographic record by placing a capital D as the second value in STAT

As each record is deleted you will receive the message:

LTYL [record] XXX1111
RECORD XXX1111 UPDATED

2. DELETING BIBLIOGRAPHIC RECORDS WHICH HAVE ORDER AND ITEM RECORDS:

NOTE: If the bibliographic record to be deleted is the result of errors made in the RLIN or Orbis 035 number transcription or an incorrect transcription of record numbers using the BOVL command, be sure to replace or overlay the correct record on the one containing the item and order information. In this situation you should then have a record to be deleted which has no item or order records attached and may follow the procedure outlined above.

The following technique is used whenever the physical
item is withdrawn from the collection:

A. Begin by deleting the volume holdings record (if it exists)

Each statement of holdings must be deleted by using the Erase EOF key.

B. Delete the bar code number on the item record.

C. Change the Classification type code on the copy holdings statement to Z

D. Change the Fixed Field DIS from D to S to suppress record display.

You must forward to Data Base Maintenance a printout of the record so that we can be sure that our holdings are accurately reflected in the RLIN data base.

Document converted 3/29/99 to:  "deletes.html"  by:   steven.arakawa@yale.edu